Research Administrators’ Network Meeting  

AGENDA  May 20, 2016  2:00-3:30 p.m.  

Michigan League Ballroom  Webcast -   http://univofmichigan.adobeconnect.com/raac/  

  

Welcome & Introductions [2:00-2:10]  Pat Turnbull , Outgoing RAAC Communications Subcommittee Chair  Becky O’Brien , Incoming RAAC Communications Subcommittee Chair  Cathy Seay-Ostrowski , BME Department Administrator, Guest Emcee  

  

Updates [2:10-2:40] Office of Research & Sponsored Projects ,  Daryl Weinert , Associate Vice President for Research, Business 

Operations, UMOR    [2:10-2:20]  Sponsored Programs ,  Debbie Talley , Director, Sponsored Programs [2:20-2:30]  

ITS ,  Cathy Handyside , Product Manager, ITS [2:30-2:40]    

Professional Development Spotlight [2:40-2: 50 ]    Jill Jividen , Senior Manager, Office of Research, Medical School  

Mini Research Development Conference hosted by U-M Research Development Group,  

3rd Cohort - Research Administration Mentoring Program (RAMP ↑ ) September 2016 - June 2017 

 

Conquering Common Mistakes and Expediting RPPRs  [2:50-3:00]  Terri Maxwell , Senior Project Representative, ORSP 

   

Special Event / Featured Presentation [3:00-3:25]   Jack Hu , Vice President for Research  

  

Closing remarks [3:25-3:30]    

*2016 U-M Office of Research Staff Recognition Awards* Ceremony & Reception immediately following 3:30 – 5:00 p.m. 

Michigan League, 2nd Floor, Vandenberg Room Congratulations to Amanda Coulter, Kerri-Anne Cross, Ben Secunda, and Pat Turnbull!  

____________________________________________________________________________________  RAN schedule for the rest of this Academic Year:  http://orsp.umich.edu/ran   

Ideas for a future meeting?    Contact  ran-plans@umich.edu  ____________________________________________________________________________________    

Brought to you by the Research Administration Advisory Council (RAAC) Communications Subcommittee.   

 

This half-day conference is for anyone in research administration

and leadership interested in learning more about Research Development—what it is and

examples of it happening on campus, from mentorship programs to

proposal development.TUESDAY, JUNE 148:00AM-12:00PMForum Hall, Palmer CommonsRSVP for this FREE event!research.med.umich.edu/events

LAYING THE GROUNDWORK

FOR FACULTY SUCCESSResearch Development at U-M

Co-hosted by:Medical School Office of Research

MICHRCollege of Engineering

Foundation RelationsInstitute for Social Research

LSAU-M Library

School of InformationMCIRCC

IHPI

Research Administrators’ NetworkWelcome!

May 20, 2016

Makeup of the Research Administration Advisory Council (RAAC)

Volunteer membership of RAAC is 102 strong!

RAAC PROCESS SUBCOMMITTEE

Identify and promote changes to research

administration processes and serve as a resource to central

offices

RAAC FACULTY ADVISORY COUNCIL Provide a faculty voice

on issues affecting research

administration and support efforts to

reduce faculty burden

Sponsored by the Vice President for Research and the

Executive Vice President and Chief Financial Officer

RESEARCH ADMINISTRATION ADVISORY COUNCIL (COMMITTEE-

AT-LARGE)Two members from each

School / College / Institute / Central Offices that work with

research administration

RAAC COMMUNICATIONS

SUBCOMMITTEE

Foster communications to

and among the research

administration community

RAAC METRICS SUBCOMMITTEE

Identify and track metrics that inform

strategic and tactical decisions about

research administration

RAAC TRAINING SUBCOMMITTEE

Assess current training programs, identify gaps, and suggest

training to be developed in research

administration

RAAC EXECUTIVE COMMITTEEEstablish the

framework and set the tone for the overall

RAAC

ORSP UpdateResearch Administrators’ Network

Daryl Weinert, Assoc. Vice President for Research - Business OperationsMay 20, 2016

Personnel Update

New Assistant Director: Yvonne Sturt

New Administrative Assistants: Ashley Tillotson

Lesley Hart

New Position Postings:RAAC Project ManagerORSP/Sponsored Programs Training ManagerORSP Data and Reporting Manager

Grants and Contracts News

Fair Labor Standards Act (FLSA) Overtime RulesChanges coming December 1, 2016

IT Security RequirementsCurt Smitka single point-of-contact

Federal-wide Research Terms and ConditionsStill pending

Sponsored Programs UpdateResearch Administrators’ Network

Debbie Talley, Director of Sponsored ProgramsMay 20, 2016

Uniform Guidance

COGR encouraging Procurement Changes for UGCouncil on Government Relations (COGR) is working with Office of Management and Budget (OMB) to encourage a change to the Uniform Guidance (UG) regarding Procurement

Potential increase of the micro-purchase threshold from $3,500 to $10,000

Possible extension of the implementation date to 7/1/18

Personnel Update

New PositionsFive new reporting accountants started May 2nd

Staff MovesKathy AustinOCA Senior Contract Administrator has accepted a position in EECS beginning June 1st

Susan ClairOCA Accountant retired April 30th

Transition to NIH Subaccounts - Update

By the numbers...

140 awards transitioned

407 total project grants (parent and subs)

101 FFRs* prepared and submitted

*Federal Financial Reports

Audits Update

NSF auditSubmitted responses to last round of questions

Waiting…

Navigate: Fundamentals Course

Course to be offered this Fall 2016

Participant application with Supervisor approval

Look for more information coming soon

ITS UpdateResearch Administrators’ Network

Cathy Handyside, Product Manager - eRPM & M-InformMay 20, 2016

Topics

• SF424 (Grants.gov) Updates in eRPM

• Update on System Performance

• Preparing for the June/July Submission Deadlines

SF424 (Grants.gov) Updates in eRPM

NIH FORMS-D

● NIH Transition starting with proposal deadlines on 5/25/16 and beyond● NIH will post new announcements (FOAs) at least 60 days in advance

○ Check Grants.gov for the most current announcement

SF424 (Grants.gov) Updates in eRPM

● Phase 1 - April 4, 2016 - Complete- New/Updated NIH FORMS-D available for download.

● Phase 2 - May 2, 2016 - Completed- FORMS-D NIH Validations added to eRPM.

■ Incomplete NIH validations on two forms:- PHS 398 Cover Page Supplement- PHS 398 Research Training Program Plan

■ ITS working with vendor to update missing validations- Check eRPM “What’s New” for latest validation Information

- Added PHS Fellowship Supplemental Form V3.0■ NIH announced new version (V3.1) planned for near future.

Update on System Performance

● Grants.gov SF424 Corrupted Document Issue- No new occurrence since March

● System Slowness- No new occurrence since March- On-going investigation

- Performance enhancement to PAF Summary implemented in April

Preparing for the June/July Submission Deadlines

● NIH Deadlines - June/July- Anticipate 40-50 submissions per day

● What ITS has done to prepare- Implemented system correction for corrupted document issue

■ If the system cannot complete a transaction within two minutes, you will receive an error message.

- PAF Summary Tuning■ No change to what you see■ Change to the way the info is pulled■ Helps address the underlying memory management issue

Preparing for the June/July Submission Deadlines

● RA Tips for Success- Flatten PDF Files

■ Common examples: Documents with inserted images■ Flattening reduces chances of corrupted documents■ Improves processing for eRPM and sponsor systems, such as Grants.Gov■ ITS created new job aid for how to flatten a PDF

- Very easy, only seconds to complete

- Avoid opening a new window/tab to retry an activity

Preparing for the June/July Submission Deadlines

● RA Tips for Success - Grants.gov- Run the “Copy PAF Info to Grants-gov Forms” activity

■ Required to populate standard U-M and PAF info in the Grants.gov SF424 forms

- Avoid running “Hide/Show Errors” on blank SF424 forms- Complete your PAF before Grants.gov forms- Complete Grants.gov forms as early as possible

Preparing for the June/July Submission Deadlines

● During the deadline period:- ITS will be monitoring system performance closely- If slowness is detected:

■ ITS will post system alert indicating plan for system maintenance activity■ Maintenance usually takes 10-15 minutes to complete

- If you experience slowness (transactions taking longer than 30 seconds):

■ Wait 5-10 minutes to see if transaction time improves■ If not, contact the ITS Service Center

Research Development: Laying the Groundwork for Faculty Success

Jill Jividen, PhDSenior Manager,Research Development Support

May 20, 2016Research Administrators’ Network

What is Research Development?

Strategic. Proactive. Catalytic. Capacity-building.

● Designing & improving resources to help faculty be successful in their research funding (& careers)

- e.g., workshops, programs, websites, events, guides● Understanding faculty research plans, needs & goals, with ability to articulate ideas

to third parties and find new funding opportunities● Developing ideas & initiatives● Fostering relationships w/ sponsors; helping faculty contact sponsors and program

officers● Large-scale proposal coordination & management● Grant writing/review, technical writing, editing assistance● Facilitate collaborations, networking opportunities

Research Administration & Research Development

Policy-focusedPre- & post-award

Submission processApplication components

Budgets & contractsFinancial mgmt

Streamlining processesCompliance

People- & idea-focusedPre-pre-award

Strategic, big-pictureResource development

Career developmentLarge-scale proposal

supportGrant writing & editing

FACULTYSUCCESS

RA RD

Research Development at UM

● Bi-monthly group meetings

● 10+ schools/units represented

● Discussions of strategic initiatives, interdisciplinary collaboration, resource sharing, successful practices, brainstorming solutions

Research Development at UM: Laying The Groundwork for Faculty Success

FREE half-day conference

8-8:30 am Registration, breakfast, networking8:30 am What is Research Development?9:00 am Models for Mentoring9:45 am Faculty Perspective/Impact10:15 am Proposal Review Strategies10:55 am Multidisciplinary Collaboration

Tuesday, June 14, 20168 am - noon

Palmer Commons Forum Hallresearch.med.umich.edu/events

Research Development at UM: Laying The Groundwork for Faculty Success

Questions? Contact: Jill Jividen at jjgoff@umich.edu or umresearchdev@umich.edu

Workshop co-sponsored by:UMMS Office of Research, MICHR, College of Engineering, Foundation Relations, UMSIWith co-hosts:LSA, ISR, IHPI, MCIRCC, UM Library

Tuesday, June 14, 20168 am - noon

Palmer Commons Forum Hallresearch.med.umich.edu/events

Research Administration Mentoring Program

raac.mentorprogram@umich.edu

RAMP↑

Research Administration Mentoring Program (RAMP↑)

Upcoming Milestones for the 3rd Cohort

NIH/AHRQ Research Performance Progress Reporting (RPPR)Conquering Common Mistakes

Terri Maxwell, Senior Project Representative

May 20, 2016Research Administrators’ Network

Who Should Submit A RPPR?

Only the Principal Investigator (or their delegate) can initiate the RPPR. For Multiple Principal Investigator projects, the Contact Principal Investigator (or their delegate) can initiate the RPPR.

Institutional Signing Officials (ORSP Project Representatives) must submit the RPPR.

https://era.nih.gov/erahelp/commons/default.htm#cshid=1032

http://orsp.umich.edu/orsp-staff

When Should I Submit A RPPR?

A RPPR is required annually and is due to the sponsor 45 - 60 days prior to the budget start date.

ORSP requests the RPPR be routed through eRA Commons, along with the associated forms in eResearch, one week prior to the sponsor deadline.

https://public.era.nih.gov/chl/public/search/progressReportByIpf.era

How Do I Submit In eResearch

Log in to eResearch, identify the appropriate PAF,and run the Project Team Request RPPR ReviewActivity.

Include a completed PHS Key Personnel Annual Reporting: Financial Conflict of Interest Form.

If applicable, also include a Multiple Principal Investigator Statement. Note: The Multiple Principal Investigator Statement is not required for the Contact Principal Investigator.

www.umich.edu/~eresinfo/erpm/docs/PM_PT_RPPRReview_SS.pdf

How Do I Submit In eRA Commons?

Go to the eRA Commons website and complete your RPPR, then:1. Run a “Check for Errors” before routing to ORSP

• ORSP cannot submit your RPPR unless all errors are resolved

2. Route your RPPR to the ORSP Project Representative assigned to your PAF after these forms have been uploaded in eResearch: 1) PHS Key Personnel Annual Reporting: Financial Conflict of Interest Form and 2) The Multiple Principal Investigator Statement (if applicable)• Only the Principal Investigator can route the RPPR in eRA Commons

https://commons.era.nih.gov/

What Are The Components Of A RPPR?

● Cover Page● Accomplishments● Products● Participants● Impact● Changes● Budgetary Information

Common Mistake: Cover Page

On the cover page, designate your ORSP Project Representative as the Signing Official and the Administrative Official.

Common Mistake: Accomplishments

For question B.2, the Principal Investigator must include “the approaches taken to ensure robust and unbiased results”

For question B.6, the Principal Investigator must discuss “efforts to ensure that the approach is scientifically rigorous and results are robust and unbiased”

www.grants.nih.gov/grants/guide/notice-files/NOT-OD-16-031.html

Common Mistake: Accomplishments (Cont’d)

For question B.3, the Principal Investigator must report on any associated supplement on the parent RPPR.

For question B.4, the Principal Investigator must report on training and professional development opportunities.

Common Mistake: Products

For question C.1, any publications missing the PMCID# or NIHMSIDs will delay funding. We encourage your Principal Investigator to correct all PMCID# errors prior to submitting. Contact the UM library staff for assistance obtaining an NIHMSID.

There are three acceptable designations: 1) In Compliance, 2) PMC-Journal in Process, and 3) In Process at NIHMS.

nihms-library-support@umich.edu

www.publicaccess.nih.gov

Common Mistake: Products (Cont’d)

For question C.4, the Principal Investigator must report on invention(s) that were a result of research conducted during this reporting period. The invention(s) must be disclosed to the Office of Technology Transfer (OTT), and reported in iEdison by OTT, prior to submission of the RPPR.

www.techtransfer.umich.edu

Common Mistake: Participants

For question D.1, report on all NIH/AHRQ-identified Key Personnel (regardless of amount of effort) and anyone else who worked on the project for at least 1 Calendar Month. Effort must be rounded to the nearest whole person month. eRA Commons user names must be included for all students and post-doctoral fellows.

Check the “PAN Notes” in eResearch to ensure your Principal Investigator and any other NIH/AHRQ-identified key personnel have devoted the required minimum effort. Reductions in effort greater than or equal to 25% require prior sponsor approval and should be requested on an ORSP Post Award Change Request form.

www.research.umich.edu/nih-era-commons-registration

Common Mistake: Participants (Cont’d)

For question D.2.c, if there were changes in the active other support of senior/key personnel, upload an Other Support document that includes only current support (not pending). The Other Support document must clearly identify the changes in support.

Common Mistake: Participants (Cont’d)

For question E.4, make sure all foreign involvement is disclosed.

Common Mistake: Changes

In section F.3, unless there was a change in the Scope of Work, the human subjects, vertebrate animals, biohazards and/or select agents sections should indicate “No Change.”

Changes in Scope of Work require prior sponsor approval and should be requested on an ORSP Post Award Change Request form.

www.orsp.umich.edu/post-award-change-request-form

Common Mistake: Special ReportingRequirementsIn section G.4, refer to the summary statement attached to the final proposal file in eResearch to appropriately respond to human subjects use questions.

Common Mistake: Special Reporting Requirements (Cont’d)

In section G.8, Regents of the University of Michigan should be delegated as the primary performance site and need only be listed once. The Congressional District should be MI-012.

Common Mistake: Special Reporting Requirements (Cont’d)

In section G.10b, a strong justification for an unobligated balance greater than 25% of the current year’s total budget must be provided. Note that the estimated unobligated balance must also be included.

Summary of Common Mistakes

● Run the “Check for Errors” before routing to ORSP● Attach the PHS Key Personnel Annual Reporting form and, if necessary, the MPI

statement to the PAF● The Signing Official and the Administrative Official should be your ORSP PR● Accomplishments must address rigor and transparency● Missing PMCID #s or NIHMSIDs will delay funding● Inventions must be disclosed for this reporting period● Effort must be reported on for all NIH/AHRQ-identified key personnel and for anyone

else who worked on the project at least one Calendar Month● Only “Current Support” should be included on Other Support documents● Michigan should be delegated as the Primary Performance site and listed only once● A strong justification should be included for any unobligated balance greater than 25%

Resources

● https://commons.era.nih.gov/● https://era.nih.gov/commons/user_guide.cfm● www.umich.edu/~eresinfo/erpm/docs/PM_PT_RPPRReview_SS.pdf● www.grants.nih.gov/grants/guide/notice-files/NOT-OD-16-031.html● www.publicaccess.nih.gov● www.techtransfer.umich.edu● www.research.umich.edu/nih-era-commons-registration● www.orsp.umich.edu/post-award-change-request-form